Club Constitution
The name of the club is; St Helens & District Model Boat Club.
The official venue for the sailing of models is; Taylor Park Lake, St Helens.
The official venue for club meetings is; The Rangers Station, Taylor Park, St Helens.
A committee comprising of Chairman, Secretary, Treasurer and two other club members will manage the affairs of the club.
The club members will elect the committee, after being proposed and seconded. The committee members will not be liable or personally responsible for any loss, injury or damage suffered by members, guests or any other person.
The club will have Public Liability Insurance, limited to £5million pounds.
The official venue for the sailing of models is; Taylor Park Lake, St Helens.
The official venue for club meetings is; The Rangers Station, Taylor Park, St Helens.
A committee comprising of Chairman, Secretary, Treasurer and two other club members will manage the affairs of the club.
The club members will elect the committee, after being proposed and seconded. The committee members will not be liable or personally responsible for any loss, injury or damage suffered by members, guests or any other person.
The club will have Public Liability Insurance, limited to £5million pounds.
Club Rules
- A quorum of three committee members is required for any decision making to take place. The decisions of the committee will be final.
- Committee members will relinquish office annually at the AGM, but may seek re-election immediately.
- From time to time at the discretion of the committee an honorary position of Commodore may be appointed. The member chosen will not be a committee member and will not carry any voting rights. From time to time the members of the club may vote at an AGM or EGM to appoint a non - member the status of Honorary Member as recognition of their services and commitment to the club.
- The decisions of the committee may be reviewed by the members at the AGM or an EGM. Any carrying vote must be by at least two thirds of the members present.
- An Extraordinary General Meeting can be called by the committee or by a minimum of 10 members.
- An Annual General Meeting will be held once every twelve calendar months. The committee will meet as necessary during the year. Members meetings will be held during the year to a calendar agreed by the members.
- At the Annual General Meeting two non - committee members will be appointed to audit the club accounts.
- At the discretion of the club committee, sub committees can be appointed to organise special events.
- Persons wishing to join the club must complete the current Membership Application Form and send it to the Secretary of the club who will process the application.
- The club will have three types of membership; Full Member (sailing) aged 18years and above; Associate Member (non-sailing)aged 18 years and above including parents and guardians of junior members and Junior Members (sailing under supervision) aged 6 years to 17 years.
- Membership subscriptions will be collected during November and December of each year. Payment can be made at the lakeside or at the club meetings or by other arrangements with the club Secretary or Treasurer, Members who cannot meet the end December payment deadline should contact the club Secretary or Treasurer before the deadline. Members who miss the payment deadline without contacting the club will be charged an additional administration fee. Subscriptions once paid are not refundable.
- New members joining the club throughout the year will be charged a subscription fee reducing on a quarterly basis. From January to March - full subscription; April to June - 25%reduction; July to September - 50% reduction; October to December - 75% reduction.
- Member’s data will be managed by the club in accordance with current data protection legislation. The club will have an up to date Data Protection Policy which every member will be issued with a copy.
- All the clubs records, forms and documents including member’s data will be kept on the club’s computer. The files on the club’s computer must only be accessed by the officers of the club, usually the club secretary. The club computer will be protected by a commercially available security system kept up to date usually automatically, although manual scans can be carried out.
- The club computer will be backed up using a remote storage device kept in a different location to the computer, usually kept by the club Chairman. The club computer will be backed up every three months or sooner if required.
- The only radio frequencies allowed to be used by member’s are: 27 Mhz; 40 Mhz and 2.4 Ghz.
- Members using 27 Mhz or 40 Mhz frequencies must make a verbal enquiry with other boaters who are sailing, to ensure there will be no frequency clashes. If a clash occurs members must not sail for more than 20 minutes before allowing the other member sailing time.
- Members using 27 Mhz and 40Mhz transmitters should ensure there is a guard fitted to the end of their aerial.
- The use of I/C powered models is not permitted on Taylor Park Lake.
- Members must ensure that sailing is conducted in an orderly and considerate manner, no ramming or chasing is allowed. Members should attempt to have a separation of different types of models so fast or robust models do not interfere with slow less robust models. Powered models should give way to sail boats by nature of their need to follow the wind.
- All safety checks must be carried out prior to launching models.
- Junior Members must be supervised at all times and are the responsibility of the parent, guardian or appointed adult member.
- The clubs rescue boat must only be used by members over the age of 18 years. A buoyancy aid or life jacket must be worn when using the rescue boat. No more than two members are allowed in the rescue boat at any one time.
- Members using waders do so at their own risk and must not enter the water using waders unless other members are present. Before entering the water due consideration must be given to the risks involved. Members should not enter areas of water which are more than waist deep. If in doubt do not enter the water.
- Club equipment should only be used for the purpose intended. The clubs equipment should be used with respect and not abused. Club equipment should be checked for damage prior to and after use. Any damage should be reported to a committee member immediately.
- The club operates a no smoking policy, smoking or e-cigarettes are not permitted on the landing stage or on the lakeside beyond the railings.
- Taylor Park Lake is popular with various birds and wildlife, members must ensure that they respect the birds and wildlife and avoid any action with their models which causes a nuisance or distress to them.
- Members who leave the club should return any keys they have, to the club secretary immediately on leaving the club.
- The club has the power to expel any member who does not comply with the club rules or whose conduct in the opinion of the majority of the members renders that person unfit for membership. Prior to any expulsion the member will be asked to attend a meeting to answer any complaint made against them. Expulsion will only take place after a member’s vote in favour of expulsion by two thirds of the members present. Alternatively a warning may be given but any repeat of the conduct will result in instant expulsion from the club.
- In the event of the club being wound up, all club assets will be realised into money. At the time of winding up of the club, all monies after all liabilities have been attended to will be donated to an agreed charity.
Issued; November 2018
DATA PROTECTION POLICY May 2018
Introduction.
The St Helens & District Model Boat Club (hereafter “the club”) is a member’s club of like-minded people with an interest in building and sailing model boats. There are three levels of membership, full membership, associate membership and junior membership.
Full membership is held by people who own and sail model boats
Associate membership is held by people who may own but do not sail model boats, this membership can be held by parents or guardians of junior members.
Junior membership is held by minors under the age of 18 years these members can sail model boats but must be under the supervision of a Full member or an Associate member at all times.
This policy is the clubs stated position in the management of members data which is held by the club in the execution of its activities.
This policy meets the requirements of The General Data Protection Regulation May 2018
Data Protection Monitor
The club shall appoint a Data Protection Monitor (hereafter “monitor”) to oversee the implementation of this policy and to ensure members data is only used in accordance with their individual wishes. Any member at any time can ask the monitor to investigate any suspected breach in data management. The monitor shall report to the membership at least once per year at the AGM, on the status of the policy.
The monitor shall be independent of club secretary who is responsible for handling members data in the normal execution of the club’s activities. The monitor shall be elected by a members vote from nominations received at the AGM, if no nominations for the position of monitor are received at the AGM the position of monitor will be carried out by the Chairman of the club until the next AGM.
Data Held by the Club
The following data is normally held by the club when given freely by members on joining the club or sometime later.
Name
Address
Home telephone number
Mobile telephone number
E-Mail address
How is the Data Collected?
Initially the data is collected on a membership application form which prospective members complete when applying to join the club. On membership acceptance the new member will be required to complete the clubs Data Protection Form Existing members may add, change or remove any data stored by the club at any time during their membership by completing a Data Protection Form
How is the Data Stored?
The data is transferred on to a computer data base by the club secretary who is responsible for ensuring the data is kept up to date in accordance with the individual members wishes.
The computer data base which stores the data must be protected by at least an up to date commercially available security system.
The computer data base may be backed up from time to time on to an external device which the secretary must keep in a safe place, normally within the secretary’s home.
The membership application forms will be stored in the club’s archive records for a period of 12 months after which they will be destroyed by shredding.
Using the Data
The club will only use the data in a manner prescribed by the individual member, who will have the choice of how the data is used by the club.
The individual members will choose how their data is used by completing a Data Protection Form The secretary of the club must ensure that the members data is only used in the manner prescribed on the Data Protection Form.
Changing or Deleting Data
Any member can at any time change their prescribed use or the extent of the data held by the club by completing an additional Data Protection Form. The secretary of the club must confirm in writing within fourteen days (not e-mail) to the member that the changes have been made.
Any member resigning from the club will have their data removed from the club’s data base within fourteen days, the secretary of the club must inform the person in writing (not e-mail) that this has been carried out
Data Protection Forms
Completed Data Protection Forms will be stored in the clubs archive records for a period of 12 months after which they will be destroyed by shredding
Junior Members Data
The only data held by the club on junior members will be their name and an address which usually is the address of the full or associate member who is responsible for the junior member. Communication with junior members is through the full or associate member who is responsible for the junior member
The only time a junior members name will be used outside the club will be on boat information cards used on club stands at shows and exhibitions. Written consent is required from the full or associate member who is responsible for the junior member on each occasion this occurs.